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Internal Regulations

  • An annual membership subscription of 15€ per person or 25€ per family is applicable. The subscription year runs from 1st September to 31st of August.

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  • New members will submit their details for membership via the TMA 31 website; www.tma31.fr. Should they be joining in the second half of the subscription year from 1 March to 31st of August, the fee will be prorated at a 50% discount for the first year i.e. 7.50€ per person or 12.50€ per family.

 

  • The subscription fee will be due for renewal on the 1st of September each year. 1 month prior to the renewal date subscribed members will be sent an email notifying them of the need for renewal for the new year.

 

  • In order for the association to be covered for third party liability by our insurance policy, the annual membership subscription must be paid in full by all activity leaders and participants before beginning any sessions, including trial lessons. Only subscribed members are covered by our association's insurance. 
    Non-subscribed volunteers participate at their own risk, covered by their personal liability insurance unless a request for coverage under the TMA 31 policy is submitted to and approved by the insurance company in advance of the event. In these case, requests for submissions should be sent to the committee by the activity leader well ahead of the event stating; names of volunteers involved and event description, date and location.

Activity

Any sub-group of the association e.g. Toulouse Comedy Players, New Twist, Vocal 31 etc.

Activity Leader

Person in charge of organising sub-groups and proposing projects of that group

Project

Individual initiatives of a-sub-group, whether it be ongoing group sessions, workshops, short courses, stage productions, concert or otherwise.

Committee

Elected at AGM comprised of President (and if required a Vicepresident), Secretary, Treasurer

Board

The committee as above plus current activity leaders or their representatives

All Members

Subscriptions

  • An annual membership subscription of 15€ per person or 25€ per family is applicable. The subscription year runs from 1st September to 31st of August.

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  • New members will submit their details for membership via the TMA 31 website; www.tma31.fr. Should they be joining in the second half of the subscription year from 1 March to 31st of August, the fee will be prorated at a 50% discount for the first year i.e. 7.50€ per person or 12.50€ per family.

 

  • The subscription fee will be due for renewal on the 1st of September each year. 1 month prior to the renewal date subscribed members will be sent an email notifying them of the need for renewal with an easy to re-subscribe for the new year.

 

  • In order for the association to be covered for third party liability by our insurance policy, the annual membership subscription must be paid in full by all activity leaders and participants before beginning any sessions, including trial lessons. Only subscribed members are covered by our association's insurance. 
    Non-subscribed volunteers participate at their own risk, covered by their personal liability insurance unless a request for coverage under the TMA 31 policy is submitted to and approved by the insurance company in advance of the event. In these cases, requests for submissions should be sent to the committee by the activity leader well ahead of the event stating; names of volunteers involved and event description, date and location.

Workshop Fees

  • Enrolment in a workshop is only registered upon receipt of payment, payable via the TMA 31 website, in advance of commencement (if any fees are deemed necessary). 
     

  • It is possible to participate in single date TMA 31 workshops without becoming a full member of the association. However in this case, temporary members will pay a slightly higher participant's fee to cover subscription to the association for the duration of the workshop.

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  • As workshops are of a short duration there are no trial lessons and fees are therefore non-refundable. Any request for an exception should be made in writing and addressed to the TMA 31 committee.

General

  • All members attend classes at their own risk. TMA 31 can hold no responsibility for any loss or damage to persons or property during the classes. The association's insurance covers the association for third-party liability only.
     

  • All property or equipment belonging to TMA 31 that is lost or intentionally damaged must be replaced or repaired by the course participant who was responsible.
     

  • In order to supplement TMA 31 performances, non-members of TMA 31 may be co-opted as guest members to voluntarily perform (on a non-membership fee basis) at the discretion of the TMA 31 board.
     

  • There will be a minimum of 2 adults supervising when children are present where possible.
     

  • A “Good Samaritan” law operates in France – should any problems arise regarding safeguarding children and vulnerable adults, they must be reported to the police.
     

  • GDPR is now in place. https://gdpr.eu. TMA 31 may retain personal details of members and banking details (reimbursement transfers) for up to 10 years. Details will not be made available for any commercial purpose or distributed to third parties. At any time, you may request, that your details are removed from our records. You have the right of withdrawal at any time, in this case please contact us via this website. We have also published a comprehensive Privacy Policy in the footer of the TMA 31 website for more information regarding your rights. 

Project Fees

  • Enrolment in a project is only registered upon receipt of payment, payable via the TMA website, in advance of the commencement of a project (if any such fees are deemed necessary).

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  • The first session of a project is considered a trial lesson and members have a right of withdrawal up to the day before the second session. Prior to the first session of a project a full refund of course fees will be made. For cancellations after the first session the fee for the first class will be deducted from your refund.

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  • Fees for a project are non-refundable after the date of the second session. Any request for an exception should be made in writing and addressed to the TMA 31 committee.

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  • Fees are calculated according to the project, materials needed, the length of each session, and number of sessions planned.

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  • Should several family members wish to join in the same project, or one subscribed member wishes to join multiple projects, discounts may be available at the discretion of the board.

Participation

  • Membership entitles members to participate in all activities/projects supported by TMA 31. If, however, the number of enrolments exceeds places available, the activity leader reserves the right to impartially select participants and open a waiting list. Participation can also be limited by age limits and/or appropriateness of casting and is at the discretion of the activity leader or board.

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  • TMA 31 members may enrol in more than one project.

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  • If demand for a project does not meet the viable number of participants, TMA 31 reserves the right to amalgamate or cancel sessions with refunds made available as required.

Training Scholarships

  • Subscribed members may apply to the board of TMA 31 for funding for training programmes in areas which will support the growth of the association. Applications should be submitted twice yearly for consideration by the board (see “Activity Leaders” for dates). There is a Training Scholarship Form available on the TMA 31 website.

Conduct

  • In addition to following general guidelines, each course member should follow the individual course Code of Conduct as described by the activity leader. 

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  • As all the projects involve working in groups, we hope that individuals will attend regularly. Please inform the activity leader of any foreseen absences.

 

  • Although we are sure that all our members will behave admirably, we would like it to be known that anyone (adult or child) thought to be causing disruption to the group, may be asked to leave by the activity leader. Such members may appeal to the TMA 31 committee as described in the 1901 Associations regulations. 

(New) Activity Leaders

All current, subscribed members of TMA 31 have the right to apply to become activity leaders and propose new projects for funding regardless of length of membership.

General Responsibilities of Activity Leaders

  • To propose a new group to the board consisting of all current TMA 31 committee Members and activity leaders or their representative. Once an activity has been approved an application can be submitted for a new project. These two approvals can however be granted in the same meeting.

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After approval of a project an activity leader is responsible for ensuring the following:

Activity leaders can however appoint team members to be responsible for individual areas of the project

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  • Advertising the project dates, fees and application process to members and/or potential new members.

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  • Organisation of casting or enrolments.

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  • Liaising with the treasurer and secretary to insure that participants in a project are TMA 31 subscribed members and have paid their project fees online in advance of the first session.

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  • Maintaining project member lists which need to be then submitted to the secretary electronically using the TMA 31 excel template provided by the secretary.

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  • Controlling the allocated budget. Activity leaders have autonomy of their spending for a project once budget has been approved by the board. However, an accurate ledger of project income and expenditure, including attached invoices and receipts needs to be submitted to the treasurer at the end of each project.

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  • Internal administration of the group.

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  • Production administration; including liaising with theatre and collecting keys for rehearsal venues.

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  • Artistic decisions.

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  • Marketing; including print, social media and web and photography. Leaders need to ensure the TMA 31 logo is included in all marketing material and that the association is mentioned with wording “Produced by TMA 31”on project advertising and programmes. The committee will in addition update the TMA 31 website and social media in support of projects but the activity leader needs to provide appropriate content to the committee.

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  • Checking with the committee that online authorisation has been given by participants before distributing photographic or video content of a project. Activity leaders, in accordance with GDPR, must inform participants before photos or videos are taken.

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  • Organising rental/purchase of legal scores or scripts. The association does not support the use of photocopies.

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  • Licensing and royalty applications (SACEM) and advising treasurer of payments needed from the association.

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  • Communicating to the committee the need for a contract for any paid service providers. A signed contract needs to be in place before the provider can begin employment. The activity leader needs to ensure the service provider submits an invoice for payment and informs them that they are not covered by the association's insurance.

Property of TMA 31 - Funds or Equipment Acquired During a Project

  • Any surplus income over expenditure from projects or materials/equipment bought for individual projects remains the property of the association TMA 31 and not the property or ownership of individual groups. The activity leader must ensure payment of any income to TMA 31 accounts.

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  • Funds arising from group profits can however be “reserved” at the discretion of the board for groups who foresee large budgets for future projects not yet defined. This allocation can, however, be redistributed by the board to another project when an activity becomes inactive, ceases to exist, an activity leader leaves the activity or it is deemed as non- viable by the board.

Auditions and Activity Membership

  • Activity leaders must advertise their new projects to ALL TMA 31 subscribed members. Auditions or applications to participate must be open to ALL members. Activity leaders can however decide on which applicants are best fitted to fill the roles in their projects and do not have to offer a role to every applicant. The application/audition process, however, needs to be fair and based on merit of the applicant.

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  • Activity leaders should also ideally advertise projects to potential new participants outside the association in an endeavour to create new members.

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  • Workshops must be open to ALL members, restricted only by age where appropriate. Restrictions on numbers of spaces for enrolment can be applied.

Participation in Forum des Associations

  • Activity leaders are required to support the committee with representation at the Forum des Associations de Pibrac with a representative of the group.

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  • The committee may require support at other events where the associations presence is requested by the Mairie de Pibrac.

Activity Names

  •  Names of sub-groups belong to the association. If a sub-group wishes to set up separately outside of the association they must apply to the committee/board for approval to use the established TMA 31 name.

Activity Leaders Working With Children

  • Activity leaders and their project assistants who have direct contact with children need to obtain the relevant police check (extrait de casier judicaire bulletin no 3)

Project Approval - Application Process

  • Applications for projects, by new or established subgroups of the association, will be decided by a simple majority of the board twice yearly. There is an advertised cut-off and consideration date for applications.

 

  • New activities/projects will be given the same consideration as already established ones and the decision on which activities/projects to support will be based on merit. The decision of the board is final.

 

  • Each activities/project proposal should be submitted using the Project Activity Application Form, available on the TMA 31 website, for consideration by the board before expenditure is committed. Proposals require comprehensive details of the project including a full description of the project, activity leader/team, timing, number of participants, venues required - performance and/or rehearsal, equipment/materials, and budget including self financing of the project, sponsorship and/or revenue expected from ticket sales and the amount funding requested from the association and a risk assessment.

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  • The committee will consider applications submitted outside of the usual two date schedule where a reasonable exception needs to be made but can not guarantee finances or venues will still available.

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  • Activity leaders must submit a revised proposal for approval should changes to the original project arise.

Reimbursement of Project Expenses

  • Expenses from projects should be submitted to the treasurer using the Expense Claims Form available on the TMA 31 website, by the 25th of each month to be reimbursed via transfer on the 28th of the month. The Expense Claims Form can only be accepted if copies of receipts are attached, purchases over 100€ need the receipt to be signed by the activity leader before submission. Submitted expense details will be forwarded to the activity leader who is responsible for checking submissions from their projects and subsequent reclamation of any inappropriate reimbursements.

Equipment

  • Equipment/material applications for purchase (outside those attached to a specific project) need to be made following the same schedule as above using an Equipment Materials Funding Form, available on the TMA 31 website.

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  • Equipment bought for use on an ongoing basis and with a purchase value of over 100€ will be purchased by the committee of the association and be logged in a register before it is loaned to individual activities. This applies also to equipment bought from an approved project budget. Activity leaders should therefore liaise with the committee for the purchase of any equipment which will be then logged in the tracking register before distribution.

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  • Activity leaders will be required to sign for the loan of a logged item of equipment and will then be responsible for tracking the item while being used for their project. Leaders must inform the committee as soon as possible in the case of any damage (beyond normal wear and tear) or loss.

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  • Equipment purchased for a project should be returned to the committee or receive an agreement from the committee for equipment to be kept by the activity until required for other TMA 31 activities.

Charitable Donations

  • Applications for (part) profits or collections made while running an project (for example from collections at door) to be used for a charitable donation need to be approved by the board with the project application. There is a separate Charitable Donations Application Form available on the TMA 31 website.

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  • Charitable donations need to be advertised to association members before the start of the individual project from which profits will be donated to an outside organisation.

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  • Donations will not be made from fund reserves from the TMA 31 association which reserves funds accumulated in the association accounts for supporting future projects, purchase of equipment for the association, running costs of the association and support of its members

TMA 31 Motto

  • The historic motto of TMA 31 is “Come along and have a go”. Activity leaders should keep in mind providing opportunities in their productions for people of all levels and experience to participate.

Social Network Pages

  • One of the committee members needs to be assigned as an administrator on all social network pages and websites. This is to avoid pages being “live” but inaccessible or out of date when activity leaders leave a group.

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